City of Takoma Park, MD Class Specification
CLASS TITLE: Executive Assistant
REPORTS TO: City Manager
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JOB SUMMARY AND DISTINGUISHING FEATURES OF THE WORK
Under general supervision, provides administration support to the City Manager, Deputy City Manager, Mayor, and the City Council. Responsibilities include scheduling meetings, handling travel arrangements, payroll processing, entering purchase requisitions, and drafting correspondence.
Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands all City services, maintains pleasant and professional image. Anticipates, monitors and meets the needs of internal and external customers and responds to them in an appropriate manner. Continually seeks to provide the highest quality service to all customers. Listens carefully when dealing with the public and communicates concern through tone of voice and by taking action to solve their problems in a timely manner. Follows up in a timely fashion on requests for service filed through ACTion. Complies with the City’s Customer Service Policy, including 24-hour response time for telephone calls and e-mails. Explains departmental and City issues to the public in a manner that demonstrates interest and concern for their problems. Listens well, diffuses conflict before it starts, finds causes of and solutions to problems, handles difficult people.
Communicates well both verbally and in writing when required, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills. Effectively conveys information and expresses thoughts and facts. Demonstrates effective use of listening skills and displays openness to other people’s ideas and thoughts. Keeps key employees informed regarding relevant information. Shares information with other members of the team to foster teamwork and to further attainment of the City’s goals. Written and oral information is presented in a manner that projects a positive and professional image of the City.
Reports problems, concerns, issues that should be corrected. Readily shares information and ensures that team members are kept informed and up-to-date. Establishes team and individual accountability for goals, objectives and outcomes. Intervenes as necessary to identify and resolve conflict among team members. Makes conscious and deliberate efforts to build team spirit and identity.
Understands duties and responsibilities, has necessary technical skills, understands the City’s mission/values, keeps job knowledge current. Demonstrates the appropriate level of proficiency in the principles and practices of one’s field or profession. Demonstrates a commitment to continuous improvement, including the understanding and application of technology where appropriate. Operates within the organization's formal and informal structures, builds allies and relationships across departments, uses allies to build consensus and create results, is appropriately diplomatic, understands others' roles and perspectives, can sell projects and ideas across the organization. Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs. Prioritizes well and reacts to opportunities. Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.
Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs.
Skilled in the use of computers, adapts to new technology, keeps abreast of changes, learns new programs quickly, uses computers to improve productivity. Makes good use of web tools and on-line resources, can implement and manage web projects.
Recognizes problems and responds, systematically gathers information, sorts through complex issues, seeks input from others, addresses root cause of issues, makes timely decisions, can make difficult decisions, uses consensus when possible, communicates decisions to others. Knows when to notify and/or involve the department head or the City Manager prior to making a decision.
Keeps information organized and accessible, maintains clean/functional work space, works systematically/efficiently, manages time well.
Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere.
ESSENTIAL JOB FUNCTIONS
Provides administrative support to the City Manager, Deputy City Manager, and Mayor. Support includes coordinating meetings, drafting correspondence, and purchasing supplies.
Processes payroll for Administration offices.
Acts as purchase agent for Administration offices.
Processes invoices for payment.
Compiles various employee status reports. Forwards reports to the City Manager for approval and submits final report to the City Council.
Provides notary republic services for residents.
Assists the City Manager in putting together the City’s annual budget document. Sends final draft to printers and disseminates to the City Council, City staff, and the public.
IMPORTANT JOB FUNCTIONS
Assists citizens and community groups in requesting City services.
Acts as passport agent.
Serves as trainer for in-house employee customer service training.
Assists in coordinating New Employee Orientation.
Processes worker’s compensation claims.
Participates on interview panels as needed.
Participates in professional associations.
Performs other related duties as assigned.
MATERIAL AND EQUIPMENT USED
- General Office Equipment
MINIMUM QUALIFICATIONS REQUIRED
Education and Experience
High School Diploma or equivalent; and,
Four to six years experience performing general office duties such as typing, filing, and answering telephones; or,
Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Licenses and Certifications
Certified Professional Secretary desirable.
KNOWLEDGE, SKILLS, AND ABILITIES
Correct English usage, including spelling, grammar, punctuation, and vocabulary.
All computer applications and hardware related to performance of the essential functions of the job.
Standard business arithmetic, including percentages and decimals.
General secretarial procedures such as preparation of legal forms used in civil litigation and real estate law.
Applicable state, federal and local ordinances, laws, rules and regulations.
Recordkeeping, report preparation, filing methods and records management techniques.
Methods and techniques of research, statistical analysis and report presentation.
General office procedures, policies and practices, as well as basic knowledge of computer/VDT and other general office equipment.
Typing from rough draft or printed text using a word processor or typewriter at a rate of 55 words per minute.
Analyzing and resolving office administrative situations and problems.
Using tact, discretion, initiative and independent judgment within established guidelines.
Using a VDT to accurately and rapidly enter and retrieve data and information.
Communicating orally with internal staff, citizens, and other departmental staff in order to give and receive information in a courteous manner.
Researching, compiling, and summarizing a variety of informational and statistical data and materials.
Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols.
Accurately proofreading copy with accompanying knowledge of grammar, punctuation and spelling.
Mental and Physical Abilities
Ability to read and interpret documents such as safety rules, operation and maintenance instructions, procedure manuals, and so forth.
Ability to take and transcribe meeting notes, and other information from short hand or dictation equipment (at the discretion of the supervisor).
Ability to deal effectively with high ranking officials, citizens, dignitaries and others.
Ability to understand and carry out written and oral instructions, giving close attention to detail and accuracy.
Ability to establish and maintain effective working relationships with a variety of individuals.
Ability to draft and type correspondence.
Ability to add, subtract, multiply and divide whole numbers, common fractions and decimals.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
While performing the essential functions of this job, the incumbent is regularly required to sit, use hands to finger, handle, or feel objects, to reach with hands and arms, and speak and hear.
While performing the essential functions of this job the employee is frequently required to stand and walk.
Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.
The incumbent's working conditions are typically moderately quiet, but may be loud at times.
file: Executive Assistant
This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.